IVG Payment Processing

Payment Processing Overview

Institutions generate and submit payment requests. ISAC does not know which school the student is attending until the payment request is received. (There are no announcement rosters for this program). When submitting payment requests, the institution is certifying that the student meets all eligibility criteria.

Payment claims can be submitted via FTP or online via the My Zone portal, by the payment claims deadline dates established for each term. Payment results are available to retrieve at My Zone the next business day after claims are submitted by printing the predefined IVG Payment Claim Reports or in a flat file format from the File Extract option in the left menu at IVG My Zone. In addition to the payment claim reports, Invoice Reports, reflecting the amount of claims accepted in a specific payment run and used to authorize the payment, is also available to retrieve from the left menu under Reports at IVG My Zone.

Payment Reminder: Summer leads the academic year for IVG. Be sure to use the appropriate tuition and fees (i.e., 2007-08 tuition and fees for the 2007-08 academic year) when claiming payment for any term in the academic year.

• Online processing of IVG payment requests
  
  IVG Online Payment at My Zone provides the ability complete and view IVG payment claims  (in-district and out-of-district) online for one student at a time and to obtain predefined payment claim reports or request payment results in a flat file. In addition, colleges can make corrections, submit replacement claims and view payment history.
  
  Refer to Chapter 2 – Views of the IVG Online Users Guide for data entry instructions and processing information.
  
  
• File Transfer Protocol (FTP) process
  
  Payment requests for all students for a term can be submitted at the same time via the FTP process for both in-district and out-of-district claims. Corrections and replacement claims can also be submitted via the FTP process. All schools must contact School Services to obtain an ID and password to participate in the IVG FTP process. The same ID and password will be used if the school already participates in the MAPnet FTP process. A new ID and password will be provided for schools that do not already participate in the MAPnet FTP process. Schools interested in scheduling the transmission of an IVG FTP test file may set this up with School Services.
  
  The IVG File Specifications describing the 80-byte file layout to be used to send payment requests for the IVG Program to ISAC via File Transfer Protocol (FTP) are available within the Electronic Tools section of the e-Library.
  
  Refer to Chapter 4 – FTP transmission processing in the IVG Online Manual for additional information about the FTP process. 

IVG Tuition and Fee codes are pre-populated for both in-district and out-of-district tuition and fees for all terms on the Claim Detail screen at IVG My Zone. Tuition and fee codes submitted via the FTP process must be entered in the correct format and position according to the IVG FTP specifications. IVG tuition and fee codes are the same for both methods of transmission.

The first character of the tuition and fee code indicates the term. The second character indicates the academic year. (i.e., 8 = Academic Year 2008.)  Up to 5 whole numbers and 2 decimal places are allowed.  (i.e. 10000.00.)  Out-of-District claims can be submitted at the same time as in-district claims.

Term	In-District Codes	Out-of-District Codes
Summer 2007	X8	C8
Fall 2007	Y8	D8
Spring 2008	Z8	E8

The deadline dates for submission of IVG payment requests are:

• September 15 - summer term(s) 
• January 15 - Fall term 
• May 25 – Spring term (second semester/second & third quarter) 
• July 1 - all claims, including supplemental claims.

Payment Claim Results and Payment Authorization

After claims have been processed, the payment claim reports and invoice reports are available to retrieve from My Zone. Each of the reports in both categories are in a pre-defined format and do not have to be requested. After the Payment Claim Reports are reviewed, payment is authorized, and a voucher is submitted to the State Comptroller's Office for payment.

• IVG Payment Claim Reports

Payment results (for a specific payment run) are available to retrieve from Payment Claim Reports option in the left menu of IVG Online Payment at My Zone. Accepted claim results can also be requested in a flat file from the File Extract option in the same left menu whether claims were submitted via the FTP process or entered online via the Claim Detail screen.

The IVG Payment Claim Reports include Authorized Benefits Results Reports for Accepted Claims, Rejected Claims, Late Claims and a Summary Totals. The Payment Claim Report screen lists reports in descending order by report type and date created, and also lists each report name (Accepted, Rejected, Late and Summary), and file size.

• Invoice Reports

An Invoice report reflecting the amount of claims accepted in a specific payment run. The reports that display on the Invoice Reports screen are Invoice-Offset and Invoice-Prorate. An Invoice report is generated for each payment run and is listed by name, file size and date created, in descending order by date created. After a proration factor is determined, the name of the report that displays on the Invoice Reports screen is Invoice-Prorate. The format of both Invoice reports is the same, the only difference being that the proration factor displays on the Invoice-Prorate report.

A detailed description and purpose of the Payment Claim Reports and Invoice Reports are available within IVG Reports at My Zone. Refer to the IVG area at My Zone and the IVG Online User Guide for instructions on accessing information, entering payment requests online or via the FTP process and for information about the available reports.

After the Payment Claim Reports are reviewed, payment is authorized and the voucher is submitted to the State Comptroller's Office. The Comptroller will send payment by check, Direct Deposit via EFT or via Illinois Public Treasurer’s Investment Pool (IPTIP) to the school.

Claims will be paid as follows:

• Summer term claims received by September 15 will be paid, or prorated if funding is insufficient to pay all claims in full;
• If funds remain after summer term claims are paid, fall term (first semester and first quarter) claims received by January 15 will be paid, or prorated if funding is insufficient to pay all claims in full;
• If funds remain after fall term claims are paid, then spring term (second semester/second and third quarter) claims received by May 25 will be paid, or prorated if funding is insufficient to pay all claims in full; and
• Timely claims for the difference between in-district/state and out-of-district/state tuition for recipients who do not qualify for chargebacks will be considered for payment at the same time, and in the same priority order, as all other timely claims.

All payment claims received by ISAC after the designated dates will be paid or prorated during the fiscal lapse period (July 1 through August 31) following the conclusion of the fiscal year based on available funds. If payment claims are prorated for a term, the subsequent term(s) and later payment will not be paid.

Payment Proration History

Payment Offset and Reconciliation

Information about the IVG payment offset process and reconciliation is located in the Refunds and Unpaid Claims section in the Processes area.

IVG Online User Guide

The IVG Online User Guide is broken into chapters that are in PDF files that can be viewed online, printed or saved to your desktop for future reference.  Click on the Table of Contents link below for a list of the topics included in each chapter or click on the link to a particular chapter.

Table of Contents
Chapter 1 – Accessing IVG Online
Chapter 2 – Views
Chapter 3 – Reports
Chapter 4 – File Transfer Protocol (FTP)
Chapter 5 – File Extract

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